Staff: “How Do I…?”

The following “how-to” guides address staff and employee-specific tasks. They are grouped by category.

Activate a ctcLink Account

ctcLink is now accessible to staff.  Click here for account activation instructions and the Gateway link.


Account Activation FAQs 

Q: How do I find the ctcLink login screen?

A: There is a ctcLink login icon located on the Employees web page.

Q: I’m having trouble logging into ctcLink. Do you have some suggestions?

A: Try using an incognito (private) browser window in your favorite browser. The incognito (private) mode is usually accessible through the menu at the top right corner of the screen.

  • Google Chrome: click on three vertical dots on top right and select “incognito” window.
  • Brave: click on little red circle with a house on top right and select “private” window.
  • DuckDuckGo – The browser allows you to browse privately.

Q: How will I get my new ctcLink ID number?

A: Faculty, staff and students get their ctcLink ID upon account activation. Be sure to write down your new number when you get it and keep it in a safe place.

If you are employed at, or are a student at, another college already using ctcLink, you will use your same ctcLink ID number for all institutions. 

Q: Will the ctcLink ID number replace my SID?

A: Yes, your ctcLink ID number replaces your old SID.

Q: Will my ctcLink password be the same as my Bellevue College network login? 

A: While this is a possibility for the future, right now employees should anticipate having a unique password for the ctcLink system. 

Q: What if I already have a ctcLink ID number from another college?

A: If you have already received a ctcLink ID number from another college, you do not need to activate your account or receive a new number. The ctcLink ID number you already have is what you will use across all Washington colleges.

Q: What if I’m an instructor and also a student or staff member?

A: It is the same ctcLink ID. What you see corresponds to your job function at Bellevue College. Only you see your personal details. Important note: the contact information you enter through the “Personal Details” tile in Employee Self Service will override the contact information you enter through the “Profile” tile in Student Self Service.

Q: Will new employees be active in ctcLink before their first day?

A: Human Resources does the primary set-up for new employees before their first day, but employees themselves must enter key pieces of information (including selecting a password and setting security questions) to activate their ctcLink accounts. For most employees, account activation will occur during the first day on the job.


Click here for the ctcLink ID Lookup Tool.

Click here to view the Change or Reset ctcLink Password guide.

View a guide on clearing browser cache.

If you are unable to navigate within ctcLink or are unable to see data you believe you should have access to, please submit a ticket here. 

It is important to include as much information as possible, including but not limited to where you are trying to navigate, what permissions you think you need, your ctcLink ID and if you are currently employed at another college.

Change or Update Employee Information

ctcLink includes built-in tools for employees to update their own personal information, including: 

  • Home address and phone number
  • Emergency contact information
  • Ethnicity and preferred name

Click here for the Review and Update Employee Personal Details guide.

ctcLink allows employees to directly add an account to have their paycheck deposited directly.

Click here to view a guide on direct deposit information for payroll processing.

ctcLink allows employees to directly set or update their W4 Tax Withholding information.

Click here for step-by-step directions.

Click here to view past paystubs.

Employee Time and Leave Reporting

ctcLink Self-Service has a process for employees to request leave. Note: You must request vacation in advance in ctcLink. 

Click here for the How to Request Vacation guide.

ctcLink Self-Service has a built-in process for faculty to request absences in advance, and to report absences. Please report any absences no later than the end of the pay period in which they take place.

  • Absences taking place the 1st – 15th of the month need to be reported by the 15th
  • Absences taking place the 16th  – end of the month need to be reported by the last day of the month.

Click here for the Request Leave for Faculty guide.

View the info session:

ctcLink Self-Service has a process for employees to report absences.

Click here for the Reporting Absence from Work guide.

Employees can directly view their own leave balances.

Click here to view the View Leave Balances guide.

Hourly and Student employees need to use ctcLink to report their time worked in order for them to get paid. It is highly recommended Hourly and Student workers submit their time worked every day to ensure all time is reviewed and approved by the cutoff. 

Student employees need to select what is called a TRC code to assign their work hours to the correct budget. Supervisor can offer guidance on which code to use. It is important  to use Work Study codes first, then STU when Work Study funds run out. Be sure to use one code per line in your timesheet.

It is important to note that BC not longer uses the Work Study Funds Tracker. Supervisor swill need to keep track of the Work Study funds from now on.

  • TRC Code – Employee type 
  • HRY – Hourly employees and student employees taking less than 6 credits 
  • STU – Student employees taking at least 6 credits this quarter 
  • FWS – Federal Work Study 
  • SWS – State Work Study 
  • WFS – Workfirst/Workstudy
  • OEX – International students (under TRC Codes)

Click here to view Reporting Time – Hourly guide.

Click here to view Reporting Time – Student Employees guide.

Click here to view Reporting Time Guide – Hourly (Vietnamese) guide.

Watch a recording of the presentation for student & hourly employee time reporting:

Classified employees will use ctcLink to report time worked. 

Click here to view the Reporting Time – Classified guide.

Watch a recording of a presentation on how to report time worked:

Faculty Workload

ctcLink has a built-in process for initiating pay for part-time teaching assignments called ‘Faculty Workload’ or FWL. This process replaces the mass contracting process that produces paper teaching contracts. 

To learn more about this process, please contact the Director of Division group.

Finance, Accounting, and Purchasing

ctcLink includes a built-in process for creating a purchase requisition and routing it for approval.

Visit the Requisition guide (includes step-by-step instructions, terminology, FAQ’s, and more).

More information is available at the Finance Resource Center.

ctcLink includes a process to submit an invoice to pay Dues, Memberships, Registrations, or any payment to a state agency through the Quick Invoice screen.

Visit the Quick Invoice guide (includes step-by-step instructions, terminology, FAQ’s, and more)

More information is available at the Finance Resource Center.

ctcLink includes a process to reconcile Pcards and submit for approval.

A step-by-step guide will be coming soon.

More information is available at the Finance Resource Center.

ctcLink includes a process to submit an Employee Reimbursement through the Expense Report screen.

Visit the Expense Report Guide (includes step-by-step instructions, terminology, FAQ’s, and more)

More information is available at the Finance Resource Center.

ctcLink includes a process to submit Travel Authorizations, Cash Advances and Expense Reports for Travel.

Visit the Travel and Expense (includes step-by-step instructions, terminology, FAQ’s, and more)

More information is available at the Finance Resource Center.

As part of the move to ctcLink, budget numbers will change. We will continue to have access to historical information through FMSQuery.

View the Accounting Changes in ctcLink presentation slidedeck

More information is available at the Finance Resource Center.

Click here to view the General Ledger guide.

More information is available at the Finance Resource Center.

Managerial Self-Service

Managers need to approve timesheets (aka payable time) for their classified, hourly, and student employees. Hourly and student employees are only paid for time reported through ctcLink and that their manager approves.

Note:

  • Timesheets for a pay period can be submitted and approved multiple times if changes need to be made.
  • HR encourages hourly and student employees to submit their time worked each day. Managers can approve time as it is submitted or weekly, and do not need to wait until the end of the pay period to approve.

The following video shows how managers approve timesheets in ctcLink.

Managers need to approve employee leave requests. Unapproved leave requests will not be debited from the employees leave balance.

The following video shows how managers approve exempt and faculty leave requests.

Managers are able to change the assigned work schedule for an employee they supervise. This is an important task because employees can only report absences and leave for days included in their assigned work schedule.

Click here to view the Change or Assign Work Schedules guide.

General User Topics

Click here to view the Activate Screen Reader guide.

Click here to view Staff Guide for Helping Students.

ctcLink includes two built-in reporting tools for staff: PS Query and BI Publisher. Both tools have a statewide library of queries, and most users are not able to edit or create their own queries. Many staff who are using ctcLink will need to run reports from statewide report library, however the ability to run reports is based on pillar-specific security permissions. 

Click here for step-by-step directions.

Click here for tips and trick on how to customize your experience and get things done faster. (courtesy of Seattle College)

Click here for instructions on adding favorites.

Click here for instructions on setting user defaults.

Last Updated November 26, 2021